Festival + Executive Coordinator

About us

The Gathering is a 13-year-old festival that brings 2500 brand leaders to Banff every October. CULT Collective is the client services agency that sits alongside it. Together we run a multi-stream operation across festival tickets partnerships executive retreats event production agency services and CULT Studios.
There is a lot moving at once. That is the job.

The role

Were looking for a curious organized coordinator whos excited to support two senior leaders and be a part of the team putting together North Americas top business and brand festival.

Youll work closely with our President and CRO to keep their calendars inboxes and travel running smoothly. Youll also lead our volunteer program from recruitment through closeout with full support from the operations and production teams.

This role is for someone who loves the details takes pride in keeping things organized and is ready to learn alongside an experienced team. If you notice when something could run better and want to be part of improving it youll fit right in.

What youll do

Executive Support

Youll be the operational right hand to the President & Chief Revenue Officer keeping their day-to-day moving so they can focus on the work only they can do.

• Calendar management across multiple time zones
• Inbox triage: read prioritize and surface what needs them
• Pre-meeting briefings and post-meeting follow-ups with clear owners and dates
• Travel coordination for Mandy and Brad: flights hotels ground itineraries restaurants anything that comes up
• Expense reporting on a weekly cadence
• Draft emails partner outreach and team updates in our voice
• Maintain a shared stakeholder file: contacts history last touch open follow-ups

Team Stakeholder Support

Youll often be the first point of contact for partners speakers and VIPs. Well set you up with templates talking points and the context you need to feel confident.

• Respond to inbound partner speaker and sponsor requests promptly
• Coordinate across the team so leaders arent bottlenecks on their own relationships
• Close loops before they turn into bigger issues
• Be a hub for context across functions helping team members find what they need to move work forward

Festival Coordination

The festival retreats and podcast are the engines of what we do and the volunteer program is one of the most visible parts of festival culture. Youll be hands-on across all of them.

• Festival: support Operations and Production on cross-functional deadlines and workback schedules
• Podcast: guest scheduling and communication
• Volunteer program: lead recruitment screening onboarding communication scheduling and day-of deployment for the Banff festival with full support from Operations and Production
• Travel and accommodations: book and coordinate travel and lodging for speakersand other festival retreat guests

Operations Systems & AI

We use AI and good systems to make a small team feel bigger. You dont need to be an expert today. You do need to be curious and willing to learn.

• Use Claude as a daily teammate for drafts summaries briefs and research
• Help keep Notion clean and organized
• Build and maintain the volunteer handbook role-specific SOP cards and training materials
• Spot manual processes and suggest better ways to do them
• Help maintain shared prompt libraries and context docs

What were looking for

You might be a great fit if youre:

• Two steps ahead. The brief is drafted before anyone asks for it.
• A systems thinker. You see a manual process and immediately want to replace it.
• AI-fluent in practice not in theory. Claude and Notion are part of how you actually work today.
• Calm with multiple plates spinning. That is your normal not a crisis.
• A strong writer. You can send a senior-level email on the first pass.
• Warm and discreet. Stakeholders feel handled. Sensitive information stays sensitive.
• Hungry for whats next. You teach the team things you found not the other way around.

Helpful experience

• 4 year supporting senior leaders or related coordination experience (event hospitality agency or operations)
• Familiarity with Notion Slack and Google Workspace
• Comfort with HubSpot or a similar CRM
• Event festival podcast or hospitality background is a real plus
• Experience with volunteer programs or community coordination is a plus
• -office 4 days a week.

About the schedule

We work hard during festival season (August through October). Things settle into a steadier pace the rest of the year. If youre energized by big moments and dont mind the surge weeks youll do well here.

Confidentiality

Youll see compensation leadership conversations partner negotiations and other sensitive information. We trust the people on our team and we ask that trust be returned.

What success looks like at 90 days

Executive support. Calendars inboxes travel and expenses run smoothly with your support.

Stakeholders. Inbound requests are handled warmly and quickly.

Systems and AI. Youre using Claude daily and have started spotting opportunities to streamline work.

Coordination. Youre plugged into festival retreat podcast and travel logistics with clear ownership.

Volunteers. Recruitment application review is steady. The handbook & comms plan is locked. Youre ready to lead the team into festival week.

Trust. The team trusts you. The leaders trust you. You feel like part of the team.

Compensation

Competitive base salary based on experience.

How to apply

We dont want a resume and a cover letter. We want to see how you think.

Send three things:

1. Your resume.
2. A short Loom (under 5 minutes) walking us through one workflow or project youve organized or improved. What was the situation what did you do what changed Show your screen if you can.
3. A 1-page first-30-days plan. Imagine you start Monday. What would you do in your first four weeks to get useful fast Were not looking for a perfect plan. Were looking at how you prioritize.

Send to:

Subject line: Festival Executive Coordinator Your Name

If the Loom and the plan show us how you think well get back to you.

We build with the boldest.

If that sounds like you wed love to hear from you.

The Gathering Festival CULT Collective Ltd. Calgary Alberta

Required Experience:

Manager